This topic will walk you through the basics of Ironclad. You will learn how to: create an implementation plan, build a workflow, set up integrations, configure groups and permissions, prepare for launch, and launch your new workflows. This is a great place to start if you are new to Ironclad.

INTRODUCTION

Welcome! We’re so glad to have you as part of the growing community of digital contracting professionals using Ironclad. This article walks you through the basics of how to use and implement Ironclad.

Let’s start by taking a look at what Ironclad looks like after you’ve configured it. This short video will help you understand core concepts of how you can use Ironclad. This is only one of the many ways that you can customize Ironclad for your company.

TO DO LIST: Now that you’ve taken a look at the basic premise of Ironclad, it’s time to dig in. Start by reviewing the supporting topics below.

Supporting Articles

• How to Sign In
• Dashboard Overview

WORKFLOWS

Create an Implementation Plan

Before you begin customizing Ironclad, you need to create a plan. This includes working with stakeholders to gather contract templates, organizing your contract review process and signer policy, and preparing your project plan for deployment

Try documenting your existing workflows and brainstorm how they can be more efficient. An example of this would be mapping out your existing contract process, determining what data is essential to collect, and defining the roles that will be included in your process. While this process may seem lengthy, it will prepare you for a faster and more effective Ironclad configuration.

TO DO LIST: It’s time to create an implementation plan. Use the Deployment Readiness Guide and Workflow Preparation Worksheet below to create your plan.

Supporting Articles

• Deployment Readiness Guide
• Workflow Preparation Worksheet

Build a Workflow

Now that you have a basic understanding of Ironclad and a plan mapped out, it’s time to get to the fun part: building your first workflow!

Say hello to Workflow Designer. Workflow Designer is the core functionality that will drive your contract automation process. This section walks you through how to create a basic workflow configuration from start to finish.

TO DO LIST: Now that you have an implementation plan, let’s use it. Follow the steps below to create your first workflow.

Create a Workflow and Tag Your Template

1. Click theWorkflow Designer tab.
2. Click New workflow configuration. 
   • If you want an Ironclad user to start the workflow, select Internal.
   • If you want your launch form to have a unique URL so external users can start the workflow, select Public.
3. If you selected Internal, select your paper source.
   • Select My company’s paper, The counterparty’s paper, or both.
   • Upload your files, if applicable.
   • Click Save Paper Source.
4. If you selected Public, upload your documents and click Save.
5. In the Untitled workflow configuration field located at the top left, enter a name for your workflow.
6. Click Save. You can revisit this workflow at a later time, or move on to tag your template.
7. Add property and condition tags to your template text. Tagging enables you to select areas of the template text that you want Ironclad to replace, such as the agreement date and the parties' names. When a party fills out the launch form, the information they provide will replace the corresponding tags.

TO DO LIST: Let’s create your first workflow and tag your template text! Watch the video above to learn about the basics of creating a workflow and tagging your text. Then follow the steps above to create your first workflow and tag your template. If you want to learn more about adding multiple documents or using dynamic tables, check out the supporting topics below.

Supporting Articles

• Manage Multiple Documents
• Use Dynamic Tables

Build a Launch Form

Build your launch form. This form is what your users will fill out to gather information and populate the tags you added to your template text. This short video will walk you through how to build a launch form.

TO DO LIST: After you tag your template text, you need to build your launch form. Watch the short video above and then build your launch form. If you want to learn more about the different types of properties in workflow designer, check out the supporting topic below.

Supporting Articles

• Property Types in Workflow Designer

Assign Approvers

Assign approvers to your workflow. Approvers are tasked with reviewing and approving your contract. You can set up sequential groups so that approvers will be required to approve your contract one after another. You can also group and reorder your approvers. This short video will walk you through the basics of assigning approvers.

TO DO LIST: It’s time to assign approvers to your workflow. Watch the short video above and then review the supporting topics below to configure your approvers.

Supporting Articles

• Modifying Roles in Workflow Designer
• Approval Configuration in Workflow Designer

Configure Your Workflow’s Signatures

Configure your workflow's signatures. When deciding how to collect signatures, you have the option to send out signature requests concurrently or sequentially to all signers. This short video will walk you through the basics of assigning and ordering signers.

TO DO LIST: Now that you’ve configured your approvers, it’s time to configure your signers. Watch the short video above to learn more about configuring signers. After that, review the supporting topics below and configure your signers.

Supporting Articles

• Configuring Signatures in Workflow Designer

Configure Archive Properties

Configure your archive properties. The record type of your Workflow Designer template can be configured to specific contract types to be searchable in the Repository. This short video will walk you through configuring your archive properties.

TO DO LIST: You’re almost done creating your first workflow! Let’s set up your archive properties. Watch the short video above, then review the supporting topics below to configure your archive properties.

Supporting Articles

• Record Type Configuration
• Archive Properties
• Naming Files and File Paths
• Auto-Archive Configuration in Workflow Designer

Check for Errors

Check the top right corner for any errors, indicated by a red warning icon.

• If you have any errors or warnings, resolve them. These will not prevent you from publishing, but it is best practice to resolve them before moving forward. Errors will prevent you from publishing, however, warning messages will allow you to publish, though it is best practice to resolve them before moving forward.
• If you do not have any errors or warnings, indicated by a green checkmark, move on to the next step.

TO DO LIST: Now that your workflow if almost complete, we need to check it for errors. Review the content above then check your workflow for errors.

Test Your Workflow Using Sandbox Mode

Test your workflow using Sandbox mode. Sandbox Mode enables you to test workflows, integrations, and features without impacting the primary production instance, and without requiring you to log into a different account. This short video will walk you through how to use sandbox mode.

TO DO LIST: You’ve created your first workflow! Before you publish it, you can test it to make sure it’s functioning the way that you want. Watch the short video above then review the supporting topics to test your workflow in sandbox mode.

Supporting Articles

• Sandbox Mode

Publish Your Workflow

Click Publish.

Congratulations! You published your new workflow. The workflow will appear in the Start Workflow drop-down on your Dashboard.

Set Up Integrations

Set Up Your E-Signature Integration

To use Ironclad, you must select an E-Signature tool. Ironclad supports integrations with DocuSign, HelloSign, and Adobe Sign. The default configuration is for Ironclad’s own admin HelloSign account. Once you connect your own account, this account is unlinked.

TO DO LIST: Do you want to use Ironclad as your signature provider? Or do you want to integrate with another eSignature provider? If you want to integrate with another provider, review the supporting topics below to learn how to integrate with your eSignature provider.

Supporting Articles

• eSignature Integrations

Set Up Your Cloud Storage Integration

When you integrate a cloud storage provider, Ironclad can automatically name and store your drafts and signed contracts in your company’s cloud storage solution. During the integration process, think of Ironclad as a user who you need to grant read, edit, and save permissions to within your cloud storage solution. If certain folders do not exist, Ironclad will create new ones to provide a logical and consistent folder structure and new contracts are created, executed, and stored.

TO DO LIST: Do you want to integrate your cloud storage solution with Ironclad? If so, review the supporting topics below to learn how to integrate with your cloud storage provider.

Supporting Articles

• Cloud Storage Integrations

Configure Groups and Permissions

Configure Groups

If you are an administrator, you can create, update, delete, and manage the memberships of Ironclad groups. To create a group, click your profile icon in the upper right corner, then click Company Settings > Groups > Create Group. If you want to learn more about managing groups, refer to Basics of Group Management.

Configure Permissions

If you are an administrator, you can manage permissions for all of the users in your company. Permissions control who can access and/or launch which workflows, and who can access and/or edit records in the Repository. Permissions in Ironclad are based on user groups and not individuals. To change group permissions, go to Company Settings > Groups > Edit Group.

TO DO LIST: You’ve created your first workflow and set up your eSignature integration. Now let’s configure your users’ permissions. Review the supporting topics and configure your permissions.

Supporting Articles

• Understanding and Managing Permissions

Prepare for Launch

You’ve built your first workflows and you’ve configured your account. Now it’s time to launch! Here are a few final to-dos to ensure that you have a smooth deployment:

Test Your Workflow(s)

Test your workflows to make sure they’re functioning the way that you want. Use Sandbox mode to test your workflow(s) from end-to-end.

Spread the Word

Give your business users and other need-to-know teams a heads up about the upcoming launch. Here is an example of what your communication might look like: Sample Ironclad Launch Communication.

Enable Your Team

We recommend having your business users complete the Ironclad Contract Owner Course. This training series showcases the digital contracting process from start-to-finish and walks your business users through how to use Ironclad.

Invite Users

If you are an administrator, you can manage and invite new team members to collaborate using Ironclad. To add or invite new users, go to Company Settings > Users and Groups > Invite Users. If you want to learn more about users, refer to User Management.

TO DO LIST: You’re almost done! Review the content above before launching your workflows.

Launch

It’s time to launch your workflows! The potential for what you can do from here is limitless. We recommend connecting with your fellow Ironclad customers in the Ironclad Community. This community provides you with a place to share your wins, challenges, and innovative ideas with others. You can also receive support, and understand how other companies are using Ironclad.  

TO DO LIST: It’s time to launch! Review the final prelaunch to-dos above and then launch your workflows!